U

University of Wisconsin System

Statewide public university system in Wisconsin

Operations Specialist

Administrative SupportPosted on Nov 13
Full-timeMenomonie, WI, USANo salary listedIn-person

About the Job

Requirements

  • A high school diploma or equivalent is required.
  • Experience providing administrative, operational, or office support is required.
  • Experience providing customer service to diverse stakeholders is required.
  • Demonstrated success working within a team environment is required.
  • Effective written and verbal communication skills are required.
  • Proficiency with Microsoft Office applications is required.

Responsibilities

  • Support daily Career Services operations, including project support, experiential learning program support, data entry and outreach using multiple technology systems, and customer service related to Career Services programs, events, and services.
  • Process data accurately, track information, maintain records, and conduct audits while managing ongoing projects simultaneously.
  • Prioritize multiple projects and administrative tasks according to departmental goals and deadlines, ensuring efficient and timely completion of initiatives.
  • Assist with sourcing and tracking post-graduation career outcomes through outreach by phone, email, social media, mailings, and web-based communications.
  • Collect, prepare, and enter student career outcome data into Handshake and/or Qualtrics databases.
  • Follow established standards, protocols, and procedures for collecting and reporting student outcome data.
  • Update and maintain First Destination Report project timelines and task status records.
  • Prepare, organize, and distribute database reports and updates as requested by staff.
  • Support the Alumni Career Satisfaction Survey project through project planning, campus collaboration, outreach, and data collection.
  • Support the Office Manager with additional survey-related project tasks as needed.
  • Provide program support to the Cooperative Education and Internship Program team, including assisting the Student Processing Specialist and Program Manager during peak registration periods.
  • Support enrollment processing within the Cooperative Education and Internship Program Portal.
  • Enter Cooperative Education and Internship Program position descriptions and supervisor contact information.
  • Send and track position-approval communications by requesting approval from faculty and notifying employers and students after approval.
  • Document case notes and position approvals, and link approved job positions and supervisors to student program records.
  • Provide event and program support to the Employer Relations team, including assisting the Marketing Specialist and Employer Relations Manager.
  • Support employer events and recruitment activities, collect and track data, and conduct employer research.
  • Provide administrative and operational support to the Office Manager and Career Services team as needed.
  • Respond independently to inquiries from students, employers, faculty, and staff about Career Services resources, programs, services, and events, through phone, email, and in-person visits.
  • Assist with scheduling appointments for students, alumni, employers, and other external partners.
  • Route complex inquiries, concerns, and requests to appropriate professional staff for specialized assistance.
  • Schedule logistics and secure resources for meetings, conferences, travel, and work unit operations.
  • Serve as a first point of contact, provide basic organizational information through phone, in-person, and other communication channels, and route complex inquiries to appropriate entities.
  • Collect, analyze, and prepare communication materials from established sources using technology.
  • Send, receive, copy, and distribute communications according to established policies and procedures under general supervision.
  • Maintain established methods and organizational systems for electronic and physical records related to work operations according to established policies and procedures.

Desired Qualifications

  • An associate or bachelor's degree is preferred.
  • Previous college, university, or institutional experience is preferred.
  • Experience supporting student services, career services, experiential learning, internships, cooperative education, or workforce development programs is preferred.
  • Experience navigating complex software, student information, data tracking, or record management systems, such as Handshake, GradLeaders, Qualtrics, EAB Navigate, PeopleSoft, or Workday, is preferred.
  • Experience maintaining accurate records or data is preferred.
  • Ability to organize and prioritize multiple projects and deadlines simultaneously is preferred.
  • Ability to independently resolve routine issues and exercise sound judgment when escalating complex matters is preferred.

About the Company

University of Wisconsin System

Statewide public university system in Wisconsin

The University of Wisconsin System is Wisconsin's statewide public higher-education network, providing university study, research and community outreach. Its institutions include research universities in Madison and Milwaukee, comprehensive universities and a polytechnic university, with undergraduate, graduate, doctoral and professional programs. The Board of Regents sets policy and approves budgets, while system administration coordinates finance, technology and shared services for the member universities. Created in 1971 by merging two public university systems under one board, it is headquartered in Madison, Wisconsin, and uses Universities of Wisconsin as its public brand.

Company size
10,001+
Company stage
Not listed
Total funding
Not listed
Headquarters
Madison, WI
Founded
1971

Recently Posted Jobs

Explore more opportunities at University of Wisconsin System

See more jobs